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Managing orders

Orders depict your sales and the business transactions connected to them. Those different business transactions are represented by order types. Progress during order processing is made visible by order status. The following descriptions will show you how to use order types and order status and thus process orders efficiently. All orders are registered in one central menu and in the same format. The order overview provides you with access to all important information and enables you to edit orders.

1. General information on creating orders in plentymarkets

In plentymarkets, an order is automatically created when customers place orders in your online store or on one of your implemented markets. Separate orders with different order types are created for business transactions such as delivery orders, returns, credit notes, warranties and repairs. These orders are always linked to the main orders. The order overview allows you to open and edit orders regardless of the referrer. For many order types, such as delivery orders, it makes sense to set upevent procedures that allow you to automate part of your order processing. You will find some examples for using event procedures during order processing in the following chapters.
Orders that were not generated in the online store or on a market can be created manually in your system. This can be the required for orders via telephone, email or cash sales.

Saving the basic settings

Before processing the first orders in your plentymarkets system, adjust the settings in the menu Setup » Orders » Settings. Save () those settings once even if you have not changed the default values.

2. Creating orders manually

The following options are available to manually create orders:

  • in the contact overview

  • in the customer account

  • from an existing order

  • from a cash sale

These options are described below.

Emailing

When you manually create orders, emails will not be sent automatically to the customer. The reason that no emails will be sent is that your system does not know when you are done with all settings for a manual order. To send emails for a manual order you need to open the Email tab and send the emails individually.

2.1. Creating an order in the contact overview

Follow the instruction below to create an order via the CRM » Contacts menu.

Creating an order via contacts:

  1. Go to CRM » Contacts.

  2. Search the contact by means of the filter settings as described in the Searching for a contact chapter.
    → The contacts that match the search criteria are displayed.

  3. Click in the line of the contact.
    → The detail view of the contact opens.

  4. Click on New order in the context menu.
    → The New order tab opens.

  5. Click on Search to display a list of variations or use the search fields to search () for the Item ID or other Item data.

  6. Select the items and the quantities that you want to add to the order.

  7. Save () the settings.
    → The order is created and opens in a new tab.

2.2. Creating an order from an existing order

You can find the New order icon () in the overview tab of an order. Follow the instruction below to create an order from an existing order.

Creating an order from an existing order:

  1. Go to Orders » Edit orders.
    → The empty order overview opens.

  2. Search for the appropriate orders.

  3. Click on an order from the customer that you need to create another order for.
    → The order opens and the overview tab is displayed.

  4. Click on New order () within the customer data section to create an order for this customer.
    → The New order tab opens.

  5. Click on Search () to display a list of variations or use the search fields to search for the Item ID or other Item data.

  6. Select the items and the quantities that you want to add to the order.

  7. Save () the settings.
    → The order is created and opens in a new tab.

2.3. Creating an order for a cash sale

When you open the CRM » Customer menu you can register cash sales without assigning them to a specific customer. Instead there is a default customer profile called cash sale that you can assign in such a case. This profile is available by default in your plentymarkets system.

Payment method and order documents for cash sale

Make sure to select the right payment method when you create an order for a cash sale. When manually creating a cash sale order the order will not be assigned to a customer. This is why you should manually create Order documents such as the invoice right away while entering and processing the cash sale. Order documents can be created in the Receipts tab of the order.

Creating a new cash sale order:

  1. Go to CRM » Contacts.

  2. Enter 100 into the ID search field.
    → A list of all search results is displayed.

  3. Select Cash sale from the results.
    → The customer profile for cash sale opens. This profile has the ID 100.

  4. Click on New order to create a cash sale order.
    → The New order tab opens.

  5. Click on Search ()to display a list of variations or use the search fields to search for the Item ID or other Item data.

  6. Select the items and the quantities that you want to add to the order.

  7. Save () the settings.
    → The order is created and opens in a new tab.

3. Working with delivery orders

Delivery orders enable you to create multiple delivery orders for the items included in the main order. This way, items from the main order can be shipped individually or in parts. Thus, delivery orders allow you to immediately ship items that are in stock and ship unavailable items later. Delivery orders can be shipped using one or several shipping providers.
You can create delivery orders manually, automatically or using an event procedure.

Same order status

The status of the main order is always identical to the status of the delivery order with the lowest status. For example, if a main order with the status 5.0 has two delivery orders, of which one changes to status 6.5, the status of the main order is not changed to 6.5 until the second delivery order has also moved to status 6.5.

3.1. Characteristics of delivery orders

In general, delivery orders have the following characteristics:

  • It is not possible to modify the order items included in a delivery order after the delivery order has been created.

  • The price and weight of an order are taken from the main order.

  • Address label, delivery note, pro forma invoice and entry certificate (Gelangensbestätigung) can be created in the Receipts tab of the respective order.

  • The invoice and all other documents are created centrally in the main order.

  • When creating a delivery order, the stock reservation for the quantity included in the delivery order is transferred from the main order to the delivery order.

3.2. Carrying out basic settings for delivery orders

Assigning a warehouse for each order item

To use delivery orders, you have to select the option b) a warehouse can be assigned for each stock unit for the Assignment of warehouses in the menu Setup » Orders » Settings.

Before working with delivery orders, go to Setup »Orders »Order types » Delivery order to select an option for splitting up main orders into delivery orders.

Selecting an option for splitting up orders into delivery orders:

  1. Go to Setup » Orders » Order types » Delivery order.

  2. Carry out the settings according to Table 1.

  3. Save () the settings.

Table 1. Options for splitting up orders into delivery orders:
Setting Explanation

Split up orders into delivery orders by

Off

Orders are not split up into delivery orders.
Note: If this option is activated, delivery orders can only be created manually. Automatically creating delivery orders or using event procedures to create delivery orders is not possible with this setting.

Warehouse

The delivery orders are created according to the different Warehouses of the items included in the order.

Shipping profile

The delivery orders are created according to the different Shipping profiles of the items included in the main order.

Warehouse and shipping profile

The delivery orders are created according to the different Warehouses and shipping profiles of the items included in the main order.

Warehouse stock and net stock

The delivery orders are created according to the different Warehouse stock and net stock of the items included in the main order.

3.3. Manually creating delivery orders

If necessary, you can manually create delivery orders via the main order. When you do so, you need to select the item orders and quantities for each delivery order.

Always create delivery orders for all order items in the main order

We recommend to generally create delivery orders for all order items in the main order. If one or several items remain in the main order without being assigned to a delivery order, problems may be caused in your plentymarkets system.

In addition, the quantity you indicate for DelOrdQua (quantity to be transferred to the delivery order) must not exceed the quantity indicated for Unass.Quantity (unassigned quantity).

Manually creating delivery orders:

  1. Go to Orders » Edit orders.

  2. Open the order for which delivery orders should be created.

  3. Open the Delivery tab.

  4. Enter the Quantity that should be transferred to the delivery order in the field DelOrdQua (quantity to be transferred to the delivery order).

  5. Click on the gear-wheel icon () to create the delivery order.
    → The delivery order is created.

  6. Repeat the process to create further delivery orders.

3.4. Automatically creating delivery orders

Requirement for automatically creating delivery orders

This function can only be used if no delivery order has ben created for the main order yet.

When automatically creating delivery orders, the criteria for splitting up orders into delivery orders described in Table 1. apply. Thus, the items and quantities to be included in the delivery orders to not have to be selected manually. Instead, the system applies the selected option and transfers the items and quantities from the main order to the delivery orders.

Automatically creating delivery orders

  1. Go to Orders » Edit orders.

  2. Open the order for which delivery orders should be generated.

  3. Open the Delivery tab.

  4. Click on Generate delivery orders automatically ().
    → The delivery orders are created.

3.5. Creating delivery orders with an event procedure

An ideal way to create delivery orders is using an event procedure. This way, you can determine when and how delivery orders are created from a main order. Below, three examples for creating delivery orders with an event procedure are described.

Set up one or all of the following event procedures and carry out the described settings.

3.5.1. Example A: Event procedure “Create delivery order when order is received”

Use the following settings if you want delivery orders to be generated as soon as a new order enters your plentymarkets system.

Since this event procedure comes into effect directly upon reception of a new order, the status of the main order is not taken into consideration. Thus, delivery orders will also be created for main orders that are in status 3.0 (or 1.0 if you work with auction platforms such as eBay) and will adopt the status of the main order.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The window Create new event procedure opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 2.

  5. Save () the settings.

  6. Carry out the settings according to Table 2 vor.

  7. Place a check mark next to the option Active ().

  8. Save () the settings.

Table 2. Options for the event procedure “Create delivery order when order is received”
Setting Option Selection

Event

New order

Filter 1

Order > Order type

Order

Filter 2

Order > Order warehouse

Multiple warehouses per order

Procedure

Order > Generate delivery orders

3.5.2. Example B: Event Procedure “Create delivery order when order changes to status 5”

Use the following settings if you want delivery orders to be created as soon as an order changes to status 5.

When working with this event procedure, you must not male any changes to the main order at all. Otherwise, the total item quantities included in the delivery orders does not match the item quantity included in the main order.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The window Create new event procedure opens.

  3. Assign a distinct name to the event procedure.

  4. Select the Event according to Table 3.

  5. Save () the settings.

  6. Carry out the settings according to Table 3.

  7. Select the option Active ().

  8. Save () the settings.

Table 3. Options for the event procedure “Create delivery order when order changes to status 5”
Setting Option Selection

Event

Order change > Status change

Cleared for shipping

Filter 1

Order > Order type

Order

Filter 2

Order > Order warehouse

Multiple warehouses per order

Procedure

Order > Generate delivery orders

3.5.3. Example C: Event procedure “Create delivery order when generating an invoice”

Use the following settings if you want delivery orders to be created as soon as an invoice is generated for the main order.
This allows you to edit the main order as necessary until an invoice is created and the order is cleared for shipping. The following settings are required:

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The window Create new event procedure opens.

  3. Assign a distinct name to the event procedure.

  4. Select an Event according to Table 4.

  5. Save () the settings.

  6. Carry out the settings according to Table 4.

  7. Select the option Active ().

  8. Save () the settings.

Table 4. Options for the event procedure “Create delivery order when generating an invoice”
Setting Option Selection

Event

Documents > Invoice generated

Filter 1

Order > Order type

Order

Filter 2

Order > Order warehouse

Multiple warehouses per order

Procedure

Order > Generate delivery orders

3.6. Editing main orders and delivery orders

User rights required for opening main orders

To open main orders, variable users have to be authorised to view all warehouses linked to the delivery orders of the main order. Check the settings in the menu Setup» Settings » User »Accounts » Tab: Visibility for this.

If you want to delete a main order, the respective delivery orders have to be deleted first. Delivery orders can be deleted individually or with the group function in the order search. The main order can only be deleted after this is done.

Further order items can be added or deleted from the main order. However, you can only delete order items from the main order if they are not included in the delivery orders. Thus, you can increase or reduce the item quantity included in the main order. Make sure to only delete quantities that are not assigned to delivery orders.

Deleting order items of a delivery order

It is technically possible to delete order items that are already included in a delivery order. But you should avoid this in order to prevent errors.

4. Working with return orders

The order type return depicts the business transaction of receiving returned goods. You and your staff can create return orders manually. In addition, you can allow customers in your online store to register returns in the My account area. Registering the return does not book the returned items back into your stock. First, you register the returned items and then you decide whether they should be booked back into the stock or if further steps, for example a repair, are necessary. Return orders are subordinated orders because they are always linked to a main order or a warranty. Before returns can be registered in your system, you have to set up reasons for returns and item statuses for returned items.

Changing the default status for returns

The default status for returns is status 9. Every registered return is automatically assigned this status. However, you can change the default status according to your requirements in the menu Setup » Orders » Settings by selecting another default status for returns.

4.1. Old online store: Creating reasons for returns

In plentymarkets, you can create up to 20 reasons for returns. When registering returns, you can choose a reason for each returned item. Reasons for returns can help you later to determine whether an item was frequently returned for the same reason.

Creating reasons for returns:

  1. Go to the menu Setup » Orders » Order types » Return.

  2. Enter reasons for returns.

  3. Save ( the settings.

If you allow customers to register returns themselves in the My account area of the Callisto online store, the return reasons will be displayed as a list for the customers to choose from. If the customer does not select any of the return reasons, the first reason for return will be selected by default.

4.2. Creating statuses for returned items

You can create up to 12 statuses for returned items. You can use these statuses, for example, to display the state of the returned items or the progress of the return process The item statuses are available in the Overview tab in a return order. Create the necessary statuses according to your requirements to depict the progress.

Creating statuses for returned items:

  1. Go to the menu Setup » Orders » Order types » Return.

  2. Enter the statuses that should be assigned to returned items.

  3. Save () the settings.

4.3. Creating and editing returns

You can either manually create a return once you receive the returned goods or you can allow your customers to register returns directly in the My account are of the online store. After a return has been registered, more options for editing become available. For example, the status of the returned items can only be entered after registration.

4.3.1. Creating a return

To create a return, proceed as described:

  1. Go to Orders » Edit orders.

  2. Open the order or the warranty for which the return is to be created.

  3. In the table-settings-return Overview tab, click on Return and select the option create.
    → A window for creating the return opens.

  4. Carry out the settings according to Table 5.

  5. Save () the settings.
    → The return is created and opens in a new tab.

Table 5. Options for creating a return
Setting Explanation

Settings

Status

Select a status for the return. The status defined in the menu Setup » Orders » Settings is displayed here by default.

Owner

Select an owner to be assigned to the return.

Package code of the return

Enter the package code of the return delivery.

Item

Transfer return reason

Select a reason for return to be applied to all returned items.
If a reason is selected here, it has priority over all reasons for returns assigned to individual items.

Accept

Select the items to be included in the return.

Quantity

Select the item quantity to be included in the return.

Reason for return

Select an individual reason for return from the drop-down menu.
Note: If a reason is selected, it has priority.

Item

Change the item name, if necessary.

After having created a return, you can select an item status in the Stock units tab of the return. In addition, more editing options become available.

4.4. Creating a return slip

You can include a return slip in every shipment of items sent to your customers. In this case, the return slip should contain blank fields for the reasons of return. Alternatively, you can allow your customers to fill out the return slip in the My account area of the online store and to print it after having filled in the reasons for the return. The return slip can then be included in the return delivery. Before creating return slips, the document template Return slip has to be set up in the menu Setup » Client » Select client » Locations » Select location » Documents » Return label.

Displaying reasons for returns on the document template

To include a blank return slip in every shipment regardless whether items will be returned or not, create a return slip directly in the main order. You can also allow your customers to register returns and select reasons for those returns in the My account area of the online store. Your customer can then print the filled in return slip. No matter which of these options you use: in order to be able to insert reasons for a return, the column including those reasons has to be placed below the list of items.

Check the list of returned items and change data if necessary, for example the quantities, before creating a return slip in the Receipts tab of the return order.

Creating a return slip manually:

  1. Open the return order and then the Receipts tab.

  2. Select the option Return label from the drop-down list Create receipt.
    → A new window opens.

  3. Carry out the settings for the return slip.

  4. Save the settings to create the return slip.

Generating a return slip automatically

Set up an event procedure that automatically generates return slips. If you select the event New return (by customer) and the filter Client (store), blank return slips are generated with each incoming return and only have to be provided for downloading.

4.5. Reversing stock

Once returned items reach you, you can partly or completely reverse the stock. Alternatively, it is also possible to completely reset the outgoing items that have been booked while processing the main order.

Reversing stock:

  1. Go to Orders » Edit orders.

  2. Select the option Return from the filter called type.

  3. Click on Search ().
    → The return orders are listed.

  4. Open the return for which you want to reverse stock.

  5. Open the Settings tab.

  6. Click on Add items to stock next to the option Stock.
    → A window for editing opens.

  7. Carry out the settings according to Table 6.

  8. Save () the settings.

Reversing stock for returns belonging to orders including delivery orders

The procedure for reversing stock of returns belonging to orders with delivery orders is the same. The window for editing the stock reversal also shows whether there are delivery orders.

Table 6. Options for reversing stock
Setting Explanation

Reset outgoing items completely

Resets outgoing items completely. The date on which the outgoing items were booked is deleted as well.

Reverse stock

Select entire quantity

Transfers the entire quantity of items included in the order to the column Reverse.

Deselect entire quantity

Sets the item quantities in the column Reversed to 0.

Reverse

If items are only to be booked partly, manually enter the item quantities to be booked here.

Warehouse

Select the warehouse for the items.

Storage location

Select the storage location for the items.

Quantity in the order

Displays the item quantity of the order.

Reversed

Displays already booked item quantities.

Batch

Displays the batch number of the item.

BBF

Displays the best before date.

ID

Displays the ID of the item.

Item

Displays the item name.

Incoming items from returns

An overview of all incoming items for which returns have already been announced is available in the menu Stock » Returns » Supply.

5. Working with credit note orders

Credit note orders are used for reimbursing your customers, for example after a return order. A credit note in plentymarkets does not represent a reverse invoice but a refund. Credit note orders are created from an existing main order in the menu Orders » Edit orders. Thus, a credit note is always linked to a main order. The credit notes created in a credit note order are included in your financial accounting such as the DATEV export.

5.1. Setting a default status for credit notes

Before creating credit note orders, check the default status for credit notes in the menu Setup » Orders » Settings. Change the default status when necessary and then save your settings.

5.2. Creating a credit note order

A credit note order is always linked to an already existing order in your plentymarkets system. That is why you have to open the main order in the overview first, before creating a credit note order.

Creating a credit note order in the main order or in a return order

If a customer has already paid for an order and then decides against the purchase before you have shipped the goods and booked outgoing items, we recommend creating a credit note including all order items in the main order and to cancel the original main order.

In case payment, outgoing items and delivery have already taken place and a return order or a repair is created, the credit note order is generated directly in the corresponding return order or repair.

Opening an order:

  1. Go to Orders » Edit orders.

  2. Search () for the order.

  3. Open the order for which a credit note order should be created.
    → The order opens in a separate tab.

Creating a credit note order:

  1. Open the Overview tab of the order for which a credit note order is to be created.

  2. Click on the Credit note drop-down list.

  3. Select an option according to the explanations given in Table 7.
    → The credit note order is created and opened in a separate window.

Table 7. Options when creating a credit note order
Setting Explanation

from all positions

All item positions of the selected order are assigned to the credit note order.

from individual items

A window to select individual item positions opens.

If a credit note order already exists for an order, there will be a note on the right-hand side of the Overview tab notifying you that there is a Credit note available. In addition, the credit note order is linked in the Overview tab and can be found by using the Credit note / search drop-down list.

5.3. Generating a credit note

Setting up a document template

Before generating credit notes, you have to set up the document template for credit notes. This is done in the menu Orders » Fulfillment.

After creating a credit note order, a credit note has to be created directly in the credit note order. Check the items included in the credit note order and, when necessary, carry out changes before creating the credit note in the Receipts tab of the credit note order.

Generating a credit note:

  1. Open the credit note order for which a credit note is to be created.

  2. Select the option Credit note from the drop-down list Create receipt.

  3. Click on Create receipt.
    → The credit note order is created and opened in a separate tab.

5.4. Reversing and correcting a credit note

Once you have generated the credit note for a credit note order, the credit note order will be locked and can no longer be edited. The lock ensures that tax relevant information cannot be changed. If you discover an error in your credit note after the document was created and you wish to correct it, a Reversal document refund has to be generated.

5.4.1. Setting up a reversal document template

First set up a template for the reversal document. The fastest way to fill all required settings is to apply the settings from the default document template.
The following steps describe how to apply the settings from a default document template.

Setting up a reversal document template:

  1. Go to Setup » Client » Select client » Locations » Select location » Documents » Refund reversal.

  2. Click on the Transfer tab.

  3. Click on Accept to Apply the settings from default document template.

Since the information in a reversal document is identical with the information included in an invoice, further information on the required settings can be found on the invoice manual page.

5.4.2. Correcting a credit note

Correct a credit note by generating a refund reversal document first. The reversal of a credit note allows you to make the required changes in the credit note order and a new credit note can be generated. Generating a reversal document does not cancel the credit note order itself.

Correcting a credit note:

The reversal of a credit note is used for a transparent correction of tax relevant data and not for the reversal of the credit note order itself.

Correcting a credit note:

  1. Go to Orders » Edit orders.

  2. Open the order that contains the credit note you want to reverse.

  3. Click on the Receipts tab.

  4. Select the option Refund reversal from the Create receipt drop-down list.
    → A new window with optional settings opens.

  5. Save () the settings.
    → The reversal document is generated and the settings of the credit note order are unlocked.

  6. Edit the data.

  7. Click on the Receipts tab.

  8. Select the option Credit note from the Create receipt drop-down list.
    → A window with optional settings opens.

  9. Save () the settings.
    → The reversal document is generated and the settings of the credit note order are locked again.

5.5. Booking refunds

After creating a credit note, the refund of the credited amount has to be booked in your plentymarkets system. Refunds that are transferred via one of the payment providers you have integrated in your system are booked directly in the Settings tab of the credit note order. The Refund to customer option is only displayed for the payment methods PayPal, ClickandBuy and heidelpay.

Requirements for PayPal

PayPal does not allow you to enter an amount higher than the amount paid for the original order.

Booking a refund in the Settings tab:

  1. Go to Orders » Edit orders.

  2. Open the credit note for which you want to book a refund.

  3. Open the Settings tab.

  4. Click on the payment icon next to the Refund option.

  5. Check the Amount of the refund and adjust it when necessary.

  6. Click on the gearwheel () to book the refund.
    → The refund is booked.

The refund can also be booked in the Payment tab of the credit note order. Click on the Payment tab to see all payments and partial payments belonging to the order. Using this tab for booking a refund is necessary when the original order has not been paid with a payment provider integrated in your plentymarkets system.

Booking a refund in the Payment tab:

  1. Go to Orders » Edit orders.

  2. Open the credit note for which you want to book a refund.

  3. Open the Payment tab.

  4. Click on the icon Book payment.

  5. Enter the Amount (Debit) and, if necessary, the Currency and the Designated use.

  6. Click on Book payment.
    → The refund is booked and displayed in the Payment tab.

5.6. Reversing stock

If outgoing items included in a main order have already been booked and have to be booked back into the warehouse, stock has to be reversed in the Settings tab of the credit note order.

Reversing stock:

  1. Go to Orders » Edit orders.

  2. Open the credit note order for which you want to reverse stock.

  3. Open the Settings tab.

  4. Click on the reset link next to the option Outgoing items.

  5. A separate window opens. Select the required option as described in Table 8.

  6. Save () the settings to carry out the process.

Table 8. Options for reversing stock for credit notes
Setting Explanation

Reset outgoing items completely

Completely resets the outgoing items. This option also deletes the date of the outgoing items.

Reverse stock

In this section, items are completely or partially reversed. Outgoing items are not reset with this option.

Select entire quantity

Enters the complete quantity of items into the field Reverse.

Deselect entire quantity

Sets the item quantity listed under Reverse to 0.

Reverse

If reversal should only be carried out for a partial quantity, enter the item quantity that is to be reversed.

Warehouse

Select the warehouse for the items.

Storage location

Select the storage location for the items.

Quantity in the order

Displays the number of items included in the order.

Reversed

Displays the quantity of items already reversed.

Batch

Displays the batch number of the items included in the order.

BBF

Displays the best before date of the items included in the order.

ID

Displays the the item’s ID.

Item

Displays the item name.

6. Working with warranties

Warranties are quite similar to returns. In both cases, the items of an order in status 7 will be sent back to you. In contrast to a return, customers expect a new delivery or a refund in the form of a credit note.

Guarantee vs. Warranty

In contrast to a guarantee voluntarily provided by the seller, the warranty represents the legal obligation of the seller to eliminate defects and damages that already existed when the item was delivered to the customer free of charge. Depending on the characteristics of the items and the legislation that applies, customers can have a right to claim a warranty up to 2 or 3 years after the purchase of the item. If damages appear more than 6 months after the receipt of the items, the customer has to prove that they already existed upon delivery.

If the conditions for a warranty apply, you as the seller can decide whether to refund the customer’s costs or to exchange the damaged item with a new one. Create a warranty to replace the damaged item. For refunding the customer, create a refund in the Overview tab of the warranty. Go to Setup » Orders » Settings to determine whether the shipping costs should be covered in the warranty.

Warranty settings

If you create a warranty directly within an order, the shipping profile of the main order is automatically adopted. However, the settings can be changed in the warranty’s editing window. For delivery orders, the correct warehouse is automatically selected as well. The payment method for a warranty can be changed.

6.1. Creating a warranty

In general, a warranty is created out of a return order. However, it is also possible to create it out of the original main order.

Creating a warranty in the main order or in the return order

We recommend creating the warranty directly in the main order if the customer finds fault with the ordered items after delivery and you decide against proceeding with a return order.

If you wish to proceed with a return order to examine the damaged items, create a return order first and create the warranty in the return order.

OrderType Warranties

Creating a warranty:

  1. Go to Orders » Edit orders.

  2. Open the return or the original main order for which you want to create a warranty.

  3. Click on the Warranty drop-down list.

  4. Select an option according to the explanations given in Table 9.

  5. Save () the settings.
    → The warranty is created and opens in a new tab.

Table 9. Options when creating a warranty
Setting Explanation

from all positions

All item positions of the selected order are assigned to the credit note order.

from individual items

A window to select individual item positions opens.

6.2. Editing a warranty

Existing warranties are displayed in the overview. Open the warranty to enter an additional price if you decide to replace the damaged item by providing the customer with a similar but more expensive one. The quantities of the items included in the warranty can be changed here as well. Proceed as described below to edit a warranty.

Editing a warranty

  1. Go to Orders » Edit orders.

  2. In the Filter tab, select the option Warranty as the Type.

  3. Click on Search ().
    → Only warranties are listed.

  4. Click on the warranty you want to edit.
    → The warranty opens and can be edited in the Edit tab.

6.3. Completing a warranty

In order to complete a warranty for which an additional charge is billed for the replacement, an invoice has to be created within the warranty. In case the customer agrees to a discount on the damaged item instead of proceeding with a return order, you have to create a credit note in the original main order.

Proceed as described below to complete a warranty by replacing items:

Completing a warranty with a replacement:

  1. Click on the Receipts tab within the warranty.

  2. Select the option Invoice from the Create receipt drop-down list.
    → A window for editing opens. Adjust the settings as needed.

  3. Save () the settings.
    → The invoice is created and opened in a separate tab.

  4. Open the Settings tab.

  5. Click on the icon Book outgoing items in the row Outgoing items.
    → The outgoing items are booked and the status automatically changes to [7] Outgoing items booked.

  6. Go to Orders » Edit orders.

  7. Change the status manually to [10] warranty.

  8. Save () the settings.

Booking incoming payments for warranties

Generally, incoming payments for warranties only have to be booked it an additional charge has been negotiated with the customer. In this case, book the incoming payment after the customer has made it in the Payment tab of the warranty.

Proceed as described below to complete a warranty by creating a credit note order and the corresponding receipt.

Completing a warranty with a credit note:

  1. Open the main order or the return order for which you want to create a credit note.

  2. Open the Overview tab.

  3. Click on the Credit note drop-down list and select create.
    → The credit note order is created and opened in a separate window.

All further steps necessary to complete the credit note order are identical to the regular procedure for credit note orders. This is described in detail in the credit note chapter on this manual page.

7. Working with repairs

In plentymarkets, repairs are represented by a separate order type. Repairs consist of returned items that need to be repaired. Thus, repairs can only be created from returns.

7.1. Creating statuses for repairs

Before using repairs you should set statuses for the different steps of the repair process in order to monitor the process in your plentymarkets system in detail.

Creating statuses for repairs:

  1. Go to the menu Settings » Sales orders » Sales order types » Repair.

  2. Enter the statuses you require for processing repairs.

  3. Save () the settings.

7.2. Creating conditions for repairs

Conditions are used to precisely describe the items themselves, e.g. if an item needs to be repaired or if it is beyond repair.

Creating conditions for repairs:

  1. Go to the menu Settings » Sales orders » Sales order types » Repair.

  2. Enter the different conditions you will need for assigning stock units.

  3. Save () the settings.

7.3. Creating a repair

Proceed as described to create a repair:

  1. Go to Orders » Edit orders.

  2. Open the return order for which you want to create a repair.

  3. Open the Overview tab.

  4. Click on the Repair drop-down list and select create.
    → A window for editing opens. Enter the status and the condition of the repair. Select the Item. Enter a Note, if you require it.

  5. Save () the settings.
    → The return is created and opened in a separate tab.

7.4. Editing a repair

Depending on the reasons for return and the condition of the items that need repairing, different steps have to be carried out.
Since repairs constitute a separate order type, you can use the Overview tab to proceed with a credit note, a warranty or a return order. The necessary steps for each of these order types such as creating the necessary documents, booking outgoing or incoming items or booking payments are identical to the order types credit note, warranty and return.

8. Working with multi-orders

You can combine unpaid orders in a multi-order. Use the menu Orders » Edit orders or the Orders tab within a contact to search for such orders with the help of the search filter Order status, e.g. by searching for orders in status [3] Waiting for payment. Thus, there are two options for creating multi-orders, both described below. With both options, unpaid orders are combined in a multi-order in the menu Orders » Multi-orders. Multi-invoices are then created in the Receipts tab of a multi-order.

8.1. Carrying out basic settings for multi-orders

Carry out the basic settings for multi-orders the Setup » Orders » Order types » Multi-order. In this menu, you define such details as the order types and order statuses for which multi-orders are to be created.

Carrying out basic settings for multi-orders:

  1. Go to Setup » Orders » Order types » Multi-order.

  2. Carry out the settings as described in Table 10.

  3. Save () the settings.

Table 10. Basic settings for multi-orders
Setting Explanation

Order types

Select which order types are to be available for multi-orders. Multiple selections are possible. Only the listed order types Order, Warranty and Repair can be combined in multi-orders.

Item text

Select which options are used for the item text column of the stock units that belong to a multi-order. Multiple selections are possible. The selected options will be listed separately for each individual order within the multi-order. This ensures that the options can easily be connected to the correct customers and orders.

Sort orders by

Select how individual orders are sorted within a multi-order. Only one selection is possible. Orders can be sorted by their order ID (Order ID ascending or Order ID descending) or their date of outgoing items (Outgoing items ascending or Outgoing items descending).

Order status of orders

Select the status orders have to be in to be considered for multi-orders. Multiple selections are possible. Depending on your workflow, we recommend creating an individual order status to target specific order that are intended for multi-orders.

Order status of credit notes

Select the status credit note orders have to be in to be considered for multi-orders. Multiple selections are possible.

Furthermore, go to Setup » Orders » Settings and use the option Standard status for multi-order to specify which order status should be given to multi-orders when they are generated. The status [13] Multi-order is available by default. In addition, select a status for multi credit notes. The status [14] Multi credit note is available by default.

8.2. Creating a multi-order per customer class

Example: A company may not want to receive an invoice every time one of their employees make a purchase in your online store. Rather, the company prefers one monthly invoice for all of its employees’ purchases. Set up a customer class for this situation. The invoice recipient is specified by saving a customer ID in the customer class. The multi-invoice is generated directly within the corresponding multi-order and sent to this invoice recipient.

Go to Orders »Multi-orders to create a multi-order for a specific customer class and a fixed time period. This way, all unpaid orders belonging to the customer class are combined in one multi-order. Use the option Customer ID in the customer class settings to determine a customer who is listed as the owner as well as as the recipient of the multi-invoice for a customer class. According to your workflow, we recommend creating specific customer classes for multi-orders.

Creating a multi-order for a customer class:

  1. Go to Orders » Multi-orders.

  2. Open the submenu Generate multi-orders

  3. Select the Customer class and an optional Period. The time period refers to the date of the order income.

  4. Click on the gear-wheel icon ().
    → The multi-order is created.

8.3. Creating a multi-order per customer

Customers prefer to pay for their orders once a month or once per quarter instead of paying several separate invoices.
For these cases, go to CRM » Contacts to create a multi-order in the contact data. Open the contact and click on New multi-order in the menu on the left. A multi-order including all unpaid orders of the contact is then automatically created.

Checking orders

In order to make sure that suitable orders for creating a multi-order are available, use the Orders tab in the contact data to look for unpaid orders.

8.4. Generating a multi-invoice

Multi-invoices can only be generated in the corresponding multi-order. The first step consists of setting up a document template for multi-invoices in the menu Setup » Client » Select client » Locations » Select location » Documents » Multi-invoice. Here, you can specify detailed settings for the document and also save a document template as a PDF file. Customise the template as required. Default values are set in the basic settings of the document template. You can also transfer further settings, e.g. from the document template invoice, to complete the values. Further information and instructions on setting up the document template are available on the en/order-processing/orders/order-documents#, Order documents page of the manual.
After having set up a document template for multi-invoices, you can generate a multi-invoice in the Receipts tab of a multi-order.

Incoming payments for multi-orders

If a customer pays a multi-invoice and the multi-order is marked as paid, the incoming payment is not automatically booked in the separate orders which are combined in the multi-order. You have to book incoming payments manually in the respective orders.

Use the event procedures available in your plentymarkets system to automatically generate a multi-invoice as soon as a multi-order is created. To do so, proceed as described below:

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The window Create new event procedure opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event as listed in Table 11.

  5. Save () the settings.

  6. Carry out the settings according to Table 11.

  7. Place a check mark next to the option Active ().

  8. Save () the settings.

Table 11. Event procedure “Automatically generating a multi-invoice”
Setting Selection

Event

Order generation > New multi-order

Procedure

Documents > Generate multi-invoice

Note: Within the procedure, you can determine values for Payment due as well as Early payment discount.

8.5. Generating dunning letters for multi-orders

Just like invoices for multi-orders, you can generate dunning letters for multi-orders in the Receipts tab of the respective multi-order. To do so, proceed as follows:

Generating dunning letters for multi-orders:

  1. Go to Orders » Edit orders.

  2. Open the multi-order for which you want to generate a dunning-letter.

  3. Open the Receipts tab.

  4. Select the option Dunning letter from the drop-down list Create receipt.

  5. Click on Create receipt.
    → The dunning letter is created and opened in a separate tab.

8.6. Generating a multi credit note

Multi credit note are generated in the menu Orders » Multi-orders.
All credit notes for a customer class are combined in one multi credit note. Depending on your workflow, we recommend creating specific customer classes for multi credit notes.

Generating a multi credit note for a customer class:

  1. Go to Orders » Multi-orders.

  2. Open the submenu Generate multi credit notes.

  3. Select the Customer class and an optional Period. The time period refers to the date of the order income.

  4. Click on the gear-wheel icon ().
    → The multi credit note is generated.

9. Working with advance orders

Advance orders are an important tool in the marketing mix for electronic commerce. Often, items can be ordered at a reduced, introductory price before they actually become available. This represents an unusual case for stock management since items that are not available yet cannot be allocated to a warehouse.

Advance orders are very easily set up in plentymarkets. Just use the order type advance order for manually created orders.

To be able to receive advance orders via your online store, you have to enter the release date and availability for the items. Carry out the item settings as described below.

Manual order input

The order type advance order can only be selected when manually entering orders.

9.1. Release date

You find the option Release date within the area for editing items, listed in the Available tab. Here, you can use the calendar to enter the date on which the item will become available (this entry is also possible via dynamic import). To do so, proceed as described below.

Entering the release date

  1. Go to Item » Edit item.

  2. Open the item you want to offer in advance.

  3. Open the variation you want to offer in advance.

  4. Go to the Settings tab of the variation and scroll down to the section Availability.

  5. Enter the date on which the item is to be available in the field Release date.

  6. Save () the settings.

Next, make sure that this date will also be displayed to your customers. To do so, proceed as described below.

Displaying the release date in the online store:

  1. Go to the menu CMS » Web design » Folder: Layout » Folder: ItemView.

  2. Open the ItemViewSingleItem template.

  3. Insert the template variable $ReleaseDate.

  4. Save () the settings.

9.2. Item availability

Another requirement is to correctly set the Item availability. To do so, proceed as described below.

Setting up item availability for advance orders:

  1. Go to Item » Edit item.

  2. Open the item you want to offer in advance.

  3. Open the Settings tab.

  4. Select No limitation for the Limitation option.
    → The item can now be ordered and thus purchased, even without actually being in stock yet.

Maximum order quantity

In order to prevent other online sellers from misusing your advance orders to completely buy out your item a reduced price, enter a value for the option Maximum order quantity in the Available tab. If you enter the value 1 there, the item can only be purchased once per order. If you set the maximum order quantity to 0, the item will be sold without limitation.

9.3. Setting up a payment request for advance orders

Usually, the option shipping date is not used for ordinary orders. However, it can be helpful to use this option for advance orders. If the release date of an item is in the future, the release date will then be saved as the order’s shipping date since deliveries can only take place once the item is released. You can use the shipping date as a filter option in the order search and in the procedure manager.

Advance orders are usually generated some time before an item appears and are not paid for by the customers at the time when they are ordered. That’s why it is useful to inform your customers a few days in advance about the upcoming shipment and request payment from them. Use the procedure manager to automate this process. A few days before shipping takes place, the procedure manager will automatically send the customers a reminder email stating your bank details and providing a link to the checkout. Proceed as described below to set up the automatic payment request.

Setting up a payment request via email:

  1. Create a suitable email template.

  2. Go to Setup » Orders » Procedures.

  3. Open the New procedure tab.

  4. Enter a name in the Settings tab.

  5. Select a time from the drop-down list next to the option Execute every day at.

  6. Place a check mark next to the option Active to activate the procedure.

  7. Click on the Filter tab.

  8. Set the status to [3] Waiting for payment.

  9. Select an option for Shipped on, e.g. in 4 days.

  10. Click on the Procedure tab.

  11. Select the previously created email template for the option Send email template. With this procedure, this template will automatically be sent to the customer.

  12. Click on save () to save the procedure.

10. Using the order status

The order statuses visualise the progress of orders during order processing. 19 statuses with 4 decimal places each, so a total of 199999, are available in your plentymarkets system. 28 statuses are set by default. These statuses represent a basis for usual steps of order processing. Some of these 28 statuses are linked to automatic processes in the system and should only be used by you for these designated purposes within the system. The status of an order changes because of these automatic processes in the system, through automatic processes set up by you or can be changed manually. Order statuses also improve the order search.

Roughly go through your order processes and determine when you want to assign a different status to orders to depict the progress of your processing. Set up your statuses after this by entering names for them. But take into account the default statuses which already set up for a specific purpose, mentioned in table

Pay attention to the user rights

Note that elements such as drop-down lists only display those shops and statuses for which the current user was given rights to. If you do not see a status, it is most likely that you do not have the rights needed for this. Rights can be assigned by admin-users.

10.1. Comprehending default order statuses

The following 28 status entries are available by default in your plentymarkets system and some of them linked to automatic processes in the system. Those statuses linked to an automatic process are not deletable.

Table 12. Default statuses and automatic processes within the system
Status Explanation

[1] Incomplete data

Is assigned automatically when the data of an order are incomplete, e.g. address data. Incomplete data can sometimes occur when they are imported from markets. Orders with this status are not to be processed further. The data will be completed by subsequent imports. The incomplete data are useful for a timely booking of stock.

[1.1] Waiting for payment & activation

Are not automatically assigned. A use case is the shopping cart which was filled in advance. An order is generated and a link to the shopping cart of the order is sent to the customer for confirmation.

[1.2] Activated, waiting for payment

[2] Waiting for activation

[3] Waiting for payment

Is assigned automatically to every unpaid regular order.

[3.2] In waiting position

Is automatically assigned in 3 cases:
- If a partial payment for an order is booked, but the items are in stock.
- If partial payment for an order is booked and the items are in stock.
- If an overpay for an order is booked and the items are in stock.

[3.3] Ready for shipping; waiting for payment

Is automatically assigned to a regular order if a partial payment or overpayment for an order is booked and the items are in stock.

[3.3] Dunning letter sent

We recommend this status to indicate that a dunning letter was sent. Set up an automatic process for this by using an event procedure. However, the status is not set by an automatic process within the system.

[4] In preparation for shipping

Is connected to the stock limitation. If you are not keeping an inventory and do not use the stock limitation, the status is available to be re-assigned.
When the stock limitation is used, the status is automatically assigned as soon as a regular order is fully paid but the item is not in stock in sufficient number. The item limitation as to be set to net stock.
If you use stock limitation and this status for insufficient stock, it is possible to have only those delivery notes and invoices generated, which can be processed further.

[5] Cleared for shipping

Is automatically assigned, when a regular order is paid or the payment method is invoice or cash in advance and the item is either in stock or stock is unlimited.

[5.1] External processing

We recommend to use this status to indicate that the items are compiled and sent by a fulfillment provider. However, the status is not set by an automatic process within the system.

[6] Currently being shipped

We recommend to use this status to indicate that orders are transferred to the warehouse to be picked and packed. Set up an automatic process for this by using an event procedure.

[7] Outgoing items booked

Is automatically assigned when outgoing items of an order were booked. Manually setting this status for an order does not cause the actual booking of outgoing items or the reduction of stock. This is why this status should neither be set manually, nor via an event procedure or an automated process.

[7.1] Order exported

This field can be used as required. A possible use case is to assign this status after items are exported to be analysed.

[8] Cancelled

We recommend to use this status to indicate that a regular order was cancelled. Status 8 is the standard status for cancelled orders. However, if required, you can adjust the standard statuses in the menu Setup » Orders » Settings. Here, the setting is called Status of cancelled orders. If you assign a different status to cancelled orders, you can re-assign status 8 as required.

[8.1] Cancelled by customer

We recommend to use this status to indicate that an order was cancelled by a customer.

[9] Return

Is automatically preselected when a return is created. You can also change this standard status in the menu Setup » Orders » Settings.

[9.1] Items are checked

We recommend to use this status to indicate that returned items are checked.

[9.2] Waiting for return from wholesale dealer

This status can be used as required.

[9.3] Warranty initiated

We recommend to use this status to indicate that a warranty of a return is initiated.

[9.4] Exchange initiated

We recommend to use this status to indicate that an exchange of returned items is initiated.

[9.5] Credit note created

We recommend to use this status to indicate that a credit note for a return was created.

[10] Warranty

This status can be used as required. It can be used to identify a completed warranty. When creating a warranty, the corresponding order is switched either to status 4 or 5, depending on your workflow.

[11] Credit note

This status is automatically assigned to a credit note order, when a credit note is generated. You can change the standard status for this, if required. In order to do this, go to the menu Setup » Orders » Settings.

[11.1] Credit note disbursed

We recommend to use this status to indicate that a credit note was disbursed and is completed.

[12] Repair

Is automatically preselected when a repair is created. You can change the standard status for this, if required. In order to do this, go to the menu Setup » Orders » Settings.

[13] Multi-order

Is automatically assigned to a multi-order when it is created. You can change the standard status for this, if required. In order to do this, go to the menu Setup » Orders » Settings.

[14] Multi credit note

Is automatically assigned to a multi credit note when it is created. You can change the standard status for this, if required. In order to do this, go to the menu Setup » Orders » Settings.

10.2. Creating and editing order statuses

You can add statuses to the ones described in Table 12 . Already existing statuses can be edited or renamed. Maintain statuses in different languages in order to inform your customers about the progress via email or in the customer account of the online store. Apart from statuses linked to automated processes within the system, all statuses can be deleted. Statuses linked to automated processes within the system can be renamed. However, you should make sure not to misuse those statuses linked to automated processes within the system.

Name is not a mandatory field

Entering a name is not mandatory. However, if you do not maintain names you will only see a list of apparently empty statuses in the filters and an empty status field in the order overview. Therefore, enter at least the status number also as name in the language you use the most often, German or English. Translations to other languages are only used for display in the customer account of your shop and for customer information via email.

10.2.1. Adding a status

Proceed as described below to add a status:

  1. Go to Setup » Orders » Status.

  2. Click on Create new status ().

  3. Enter a number for the new status.
    → The highest possible number is 199999.

  4. Optionally, enter a name for the new status.
    → The language in which you are logged in is shown as input field.

  5. Save ( the settings.
    → More fields for further settings are shown.

  6. Add further languages for the status if required.

  7. Use the option colour to assign an individual colour to the status.

  8. Save () the settings.

Decimal places

When assigning numbers to new statuses, make sure that they do not end with 0. If the last decimal place is a 0, the system automatically deletes it. Thus, plentymarkets makes no distinction between a status with the number 1.1 and a status with the number 1.10.

10.2.2. Editing existing order statuses

Proceed as follows in order to edit an already existing status. You can either edit a single status or you can use the group function ans edit several statuses at the same time.

Editing a single order status:

  1. Go to Setup » Orders » Status.

  2. Click on Search ().
    → A list of all existing order statuses opens.

  3. Select the status you want to edit.
    → The details of the selected status are opened.

  4. Change the name of the status.

  5. Change the colour of the status.

  6. Save () the settings.

Use the group function in the menu Setup » Orders » Status to edit multiple orders statuses at the same time.

Editing multiple existing order statuses:

  1. Go to Setup » Orders » Status.

  2. Click on Search ().
    → A list of all existing order statuses opens.

  3. Place a mark next to all statuses you want to edit.

  4. Click on Group function ().
    → A new editing area is displayed.

  5. Activate () the option New colour in order to change the colour for the statuses.

  6. Activate () the option Store visibility and select the required settings from the drop-down list.

  7. Click on the gear-wheel icon () to transfer the settings to the selected order statuses.
    → You are asked to confirm your decision.

  8. Confirm the query by clicking on Change statuses.
    → The changes are saved.

11. Searching for orders

The search can either be used to compile all the orders or to find specific orders. A search is not automatically conducted as soon as the menu is opened. The filter for date is set by default to Order received and shows the received orders of the last 2 months. All other filter options are initially set to ALL. Adapt the filter settings to refine your search. Then conduct the search.

Searching for orders:

  1. Go to Orders » Edit orders.

  2. Adapt the filter settings.

  3. Check, whether the standard setting of the option Date and the time period from to meet your requirements.

  4. Click on Search () to have the corresponding orders listed.

For example, all orders which are not yet completed will be listed when you search for orders with a status smaller than (<) 7 (outgoing items are not booked yet) and do not set filter for date.

Resetting the search

Click on Reset () to reset your filter settings to the default values. Then click on Search () again in order to reset the search result as well.

11.1. Filtering by IDs and numbers

In order to filter by IDs or numbers, enter a value in the corresponding field. By entering a Customer-ID in the corresponding field, only orders of this customer will be shown, for example.

Or, for example, by entering the number 3 in the field Order ID only the order with the ID 3 will be displayed. Accordingly, it is an exact and not a fuzzy search . But it is possible to enter several IDs in the field Order ID and thus to search for several orders at once. Only separate the IDs by commas.

Status search filter

If you are searching for numbers or IDs it makes sense not to narrow down the status but set it to All. Only those orders are displayed which fulfill all the set criteria. If you cannot find an order despite having entered the exact ID, you might have forgotten to set the filter for Status to ALL.

11.2. Filtering by customer data, item data or invoice numbers

Using the fields Customer data and Item data is recommended, when you are looking for a specific customer or item. You can either enter terms or numbers, both is allowed. Besides names, you can also enter postcodes but no telephone numbers, into the Customer data field. For a search with Item data, the fields item ID, item number as well as name are taken into account, but not the descriptive fields like short description, for example. A search for external invoice numbers is also possible when searching for Invoice numbers.

Only shorten the end of search terms and numbers

Quite often it is sufficient to enter only the stem of the word when searching for customers or item data. Just bear in mind that search terms may be truncated almost freely at the end but not the beginning. For example, if you are searching for items with the term packages, you could also enter package or pack. However, searching for ackage would not yield any results. It is the same for all numbers, e.g. postcodes.

11.3. Filtering by order type

Use the filter Type to search for the following order types:

  • Order

  • Credit note order

  • Multi credit note

  • Return

  • Warranty

  • Offer

  • Advance order

  • Delivery order

  • Repair

  • Multi-order

  • Orders, warranties, delivery orders and repairs

  • Orders and delivery orders

It is searched only for the selected order type or combination thereof. The filter is set to ALL by default, meaning that it will be searched for all order types.

11.4. Filtering by date

Use the filter Date to search for orders that already passed through a specific step of the order processing during the period of time you selected. For this step you can either select Orders received, Incoming payment or Outgoing items in the filter Date. After this, choose the start date under from and the end date under to. All orders which already went through the chosen step during the selected period of time are displayed. The filter is set by default to Orders received and the time period to the last 2 months. If you do not want to search for orders within the last 2 months, set the required period of time as described above.

11.5. Filtering by flags

Irrespective of order statuses, you can also assign flags to orders. You can also search for orders by these flags. Flags could be assigned, for example, to problematic orders. This way, someone in charge has to clear them before shipping. This person can search for these orders e.g. once a day by using the filter Flag, add information and then reset the flag.

11.6. Filtering by documents

Use the filter Document to search for orders for which a specific order document has already been created. You can either search for a specific document type or for a document number. You can also combine these two search criteria and search for an order for which a specific document type with a specific document number has been created.
The search for document type results in an overview of those orders for which this document type has already been created. The search for specific document numbers yields more distinct results, i.e. specific documents and their corresponding orders.

To search for all orders with a specific document, proceed as described:

  1. Go to Orders » Edit orders.

  2. Select a document from the drop-down list in the Filter tab, e.g. Invoice.

  3. Take into account the filter for Date. By default this is set to the last 2 months. Adjust the filter if required.

  4. Click on Search ().
    → All orders, for which an invoice has already been generated, are displayed in the search results.

To search for an order which contains a document with a specific number, proceed as described:

  1. Go to Orders » Edit orders.

  2. Select a document from the drop-down list in the Filter tab, e.g. Delivery note.

  3. Enter the number of the delivery note into the field Number.

  4. Take into account the filter for Date. By default this is set to the last 2 months. Adjust the filter if required.

  5. Click on Search ().
    → Only the order to which the delivery note belongs is displayed.

Selecting a document type not obligatory when searching by number

The search for a document number also works when the standard setting for Document is not changed, i.e. when no document type is selected. However, if the numbers of different document types are identical, all orders including a document with this number are displayed. This can be the case, if you did not define number ranges, for example.

11.7. Filtering by coupon codes

Search for orders containing coupons by entering the Coupon code into the corresponding field. Additionally, you can choose between the options ALL, Redeemed and Sold. ALL is set by default. Select Redeemed if you only want to search for orders containing already redeemed coupons. When you select Sold, you are only searching for orders with which a coupon with integrated coupon codes was sold. Select ALL to search for orders containing both, sold and redeemed coupons. The filter only works when a coupon code is entered, even if it is set to ALL. In other words, you cannot use this filter to search for all orders containing coupons.

12. Setting up the order overview

The following tools help you to easily keep track of and manage the search results. All of your orders are displayed in the menu Orders » Edit orders. Here you can see the most important information about each order. You are provided with information about the customer, the order status and the payment status. You can also tell which items are included in the order, whether the outgoing items were booked and whether an invoice was generated. In other words, you can easily keep track of the most important processes without having to open the order. Move the cursor over the icons to see tooltips with additional information. You can find a list of all the symbols with the corresponding explanantions in Table 13.

Click on an icon to open further areas within the order. For example, click on Calculate stock to check the current stock of the item or to reorder stock. Additionally, you can specify how many orders are displayed per page in the order overview. The maximum amount of orders per page is 400, the lowest is 50.
Use the arrows to switch between pages. You can also enter the required page number directly and press Enter.

Furthermore, use the order overview to change the status, the shipping charges, the item data or the discount if required. The information below shows you how to proceed by using the example of how to change the status.

Changing the order status in the order overview:

  1. Click on Status.
    → A drop-down list with all available statuses is displayed.

  2. Select the required status.

  3. Save () the settings.
    → Der Status is updated.

12.1. Item list in the order overview

The item list is displayed by default in the order overview. Thus, the items included in an order and their most important parameters such as name, size and price are immediately available to you. However, the item list can also be hidden, either for individual or for all orders. To hide the item list of an individual order, use the arrow icon close item list. To hide the item list for all orders, proceed as described below.

Hiding the item lists for all orders:

  1. Go to Orders » Edit orders.

  2. In the Filter tab, select the setting Do not show for the option Stock unit.

  3. Click on Search ().
    → The item lists will close for all displayed orders.

12.2. Information and icons in the order overview

Depending on the order’s condition, different icons are displayed in the order overview. The following table contains an overview of all possible information that could be displayed. Some icons also allow you to perform actions directly. Note, that only those icons are displayed that correspond with the state the order is in.

Table 13. Possible icons in the order overview
Tooltip of the icon Explanation

Order status

Shows the status the order is currently in. The order status can be adjusted here. In order to do so, click on the status and select the required one.
Important: When an order has the status >= 7, the status cannot be changed into a status lower than this without reversing the booking of the outgoing items.

Shipping service provider

This is an individual icon of the assigned provider. However, an icon is only displayed if you set up flags while creating the shipping profile.

DHL Packstation

This icon is only displayed when the data for the packstation are correctly recorded within the order. When orders originate from markets, it can happen that data for the packstation are incorrect, e.g. if the market does not provide validation. In this case the icon is not displayed because delivery to a packstation cannot take place due to the incorrect data.

Shipping method or
Shipping service provider

Express shipping is a service which is displayed by an extra icon.

Payment method

Customised icon of the payment method.

Outgoing items booked

Is only displayed, when the outgoing items are booked. If only the status was changed to status 7, the icon is not displayed.

Dunning level

Dunning levels can be allocated with the procedure manager.

Flag

Customised marking of orders.

Country of delivery

ISO-Code for a country of delivery according to ISO-3166 Alpha 2.

Currency

ISO-Code of the currency according to ISO 4217.

Payment status

Corresponding with the status of the payment this is displayed as a coloured bar with an additional tooltip showing the percentage value.

Create order confirmation

Immediately creating an order confirmation.

Generate invoice

Immediately creating an invoice.

Book incoming payment directly

Directly booking the payment of an order. The amount is freely adjustable. The amount still to be paid for the order is preset.

Create delivery note

immediately creating a delivery note.

Book outgoing items

Allows to immediately book the outgoing items. This leads to a reduction of stock, if you are keeping stock. The order status automatically changes to status 7.

Display tracking URL

The tracking URL is used to track a shipment. The tracking URL has to be entered and saved when setting up the shipment providers.

Create order note

Allows you to write a note about an order as well as to read already existing notes. If there is an icon without a plus, there already is a note.

Customer notes

Allows you to write a note about a customer as well as to read already existing notes.

The email address of the customer

Allows you to directly write an email to the customer via your email provider.

Email service

This icon opens the Email templates tab and thus allows you to directly send emails to customers or to read already sent templates.

Show existing processes

Displays among others a list with returns and credit notes with dates and values.

Calculate stock

Calculates and opens an overview of your stock of the variations contained in an order.
Reorders can be done via the shopping cart.

Open item list or Close item list

You can display or hide the item list.

Show reorders

Opens the reorders for this order in the Reorder menu.

Invoice number

Opens the invoice.

Item ID or Variation ID

Opens the item or the variation in the menu Item » Edit item.

13. Editing orders

In the menu Orders » Edit orders *, your orders are listed in the *order overview as described in the last chapter. As also explained there, some editing options are already available in the overview in order to ensure quick access to often needed functions. In addition, the basic information of an order are accessible at a glance.
The complete and comprehensive editing options are available when you click on the order ID of the order you want to edit. The selected order opens and the order settings, which are arranged in sub-tabs, are at your disposal. You can edit orders until the first document is created. After this, the order is locked due to legal requirements.
The settings sub-tabs and their different functions and options are explained in the following subchapters.

13.1. Opening and editing an order

You open the menu for editing an order by clicking on the header of an order in the overview. The order opens in a new tab. As mentioned above, every order has several sub-tabs that contain data and information. The tabs are described on this page of the manual. Orders that are open can be identified by their ID in the tab’s title.

Saving the settings or changes

Most of the order’s tabs do not include a save icon. Settings made in these tabs are saved automatically, e.g. changing the flag or dunning level in the Overview tab. You can switch to a different tab or close the order and open it again without losing the changes. However, some tabs include a save icon, e.g. the Settings tab. Here, you can switch to a different tab without losing the changes. But you have to save all your changes before closing the order.

Default settings for editing orders by variable users

In order for variable users to be able to open orders, go to the menu Setup » Orders » Settings and save default statuses for returns and credit notes. No status is saved here as the default setting. Variable users also need to be given the right to edit orders. Go to Setup » Settings » User » Accounts in order to carry out the required settings.

Restricted editing options for POS orders

The editing options for POS orders are restricted to comply with legal requirements. Only a few settings are editable.

13.2. Tab: Overview

The most important order parameters are found in the Overview tab. At a glance, you get information about prices, shipping costs, VAT, status, etc.

Tip: Changing values

You can recognise changeable values by a drop-down list or by the appearing pencil icon. Click on the pencil icon to edit the required parameters (e.g. image 16, the Weight entry in the top left corner).

Table 14. Options in the Overview tab of an order
Setting Explanation

Order ID

ID of the order. The ID is automatically assigned and can not be changed.

Customer ID

ID of the customer.

Checkout

Opens the order in the My account area of the online store.

Input

The date the order was received, i.e. the date the order was created or imported into the system. The input date can be edited manually as long as no document exists for the order.

IP address

Displays the customer’s IP address if required.
Go to Setup » Client » Select client » Order process » Settings to activate or deactivate the Purchaser’s IP address option.

Flag

Assign a flag to an order, if required. Flags are used to categorise orders. This helps you e.g. to find orders with the search filter or to apply automatic functions to them with event procedures.

Dunning level

Various dunning levels are set here if a customer does not pay for the order. These dunning levels are used for automatic processes within the dunning procedure.
An example of how to use dunning levels can be found on the mediafinanz page of the manual.

Estimated shipping

The date for estimated shipping is calculated based on the delivery date for a reorder. In order for the estimated shipping date to be displayed, both the reorder and the item’s delivery date have to be confirmed and the order has to be in status 4.
Important The option Shipped on in the Settings tab has a different function. See table 2.

Copy

Copies the order and creates a new order with a distinctive ID in a separate tab.

Delete

Deletes the order. You are asked to confirm your decision.+ The delete icon () is not displayed when:+ - The user is not authorised to delete orders.
- After outgoing items are booked.
- A delivery order was created.
Generally, orders should not be deleted. Errors can occur when orders are deleted because the orders are linked to items, shipping settings and other functions such as cancellations and returns. However, newly created orders can be deleted without any problems.

Split up

Splits the order. You are asked which of the items are to be transferred to the partial order. Orders are only to be split when the following conditions apply:
- No incoming payment has been booked yet,
- outgoing items have not been booked yet and
- no invoice was generated yet.

Return; Credit note; Warranty

Click on the drop-down list to create or search for the order document.

New order

Creates a new order for the customer. Default settings will automatically be used for the order. You may need to change these settings.

Invoice address

Click on the small plus icon to display the invoice address. Additional customer information such as the telephone number, email address and eBay account name are displayed as well.

Delivery address

Click on the small plus icon to display the delivery address. The delivery address will be crossed out if it is identical to the invoice address.
* Click on New delivery address to create a new delivery address. Click on List all delivery addresses to select a delivery address.
Export delivery address = Exports the delivery address in the format used by the selected shipping service provider.

Bank details

Click on the small plus icon to display and edit the customer’s bank details.

Customer notes

Displays the notes that were saved for this customer. Click on New note to create a note about the customer. Existing notes are displayed in yellow in the editing window. New notes are formatted with the familiar editor functions. Notes that are saved here will be displayed in other orders placed by this customer. They will also be displayed in the Notes tab within the customer data record.

Order note

Displays the notes that were saved for this order. Click on New note to create a note about the order. New notes are formatted with the familiar editor functions.

Status history

Displays a list of all the changes of the order’s status.

Payment history

Shows details about payments such as payment method, currency, payment ID or date.

Stock units

Displays information about the stock units included in the order.

Edit

Allows you to edit the item data if required, e.g. item quantity, item details, prices, discounts and VAT rates.

Add

Use the integrated item search to add other items to the order as required.

Assign storage location

Assigns a storage location to the stock units. If more than one storage location is saved for an item, then the storage locations will be given priority based on their positions. If no storage location was saved, then the standard storage location will be assigned.
The assignment of a storage location is especially important for pick lists and packing lists.
Tip\: You can also use event procedures to assign storage locations to items.

Delete assignment

Deletes the current storage location assignment. Click on Assign storage location again (see above) to create a new assignment that is better suited to the current warehouse situation.

13.3. Tab: Settings

An order’s basic parameters are saved in the Settings tab, e.g. the Status, Referrer or the Payment method.

Table 15. Options in the Settings tab of an order
Setting Explanation

Status+ Order type
Owner
Referrer
Client (store)

These options are displayed depending on the existing conditions or circumstances. However, they can be changed.

Warehouse

The warehouse or main warehouse of the order item. If required, click on Stock correction to change the warehouse.
Important: The option Stock correction synchronises the data displayed in the Settings tab of the order with the warehouse saved for the order items included in the order. The option is only available when you selected b) a warehouse can be assigned for each stock unit in the menu Setup » Orders » Settings. If you manually change the warehouse assigned to an order item and the changed warehouse is not automatically visible in the Settings tab of the order, click on Stock correction to update the display of the warehouse.

Status

The order status [7] Outgoing items booked can not be changed to a lower status. This is because the items have already been shipped. However, if you still want to do this, then you first need to reset the outgoing items that were booked. It is possible to switch to a lower order status afterwards.

Outgoing items

Indicates whether outgoing items were booked and displays the corresponding date.
* Click on Outgoing items to manually book the outgoing items, if required.

Shipped on

This is the shipping date that was saved in the item data record. As such, this option is relevant for advance orders. If the order includes several items that were all ordered in advance, then the date that is farthest in the future will be displayed here. The date can be changed manually.

Return date

Save the date of a return if an item was returned. Serves as information about a return, so that the return does not have to be opened separately.

Currency

The currency of the order.

Payment method
Shipping service provider
Shipping profile & shipping charges

These options will be displayed depending on the existing conditions or circumstances. However, they can be changed.
* In order to carry out changes, select a payment method from the drop-down list and click on the pencil icon to edit the shipping options.

Payment due

You can save values for the options Valute date, Early payment discount (days) and Early payment discount (%). Decide whether to save a value for one of these options or for multiple options, thus creating your terms of payment. If the values were already saved in the customer data then they will automatically be displayed here. However, they can still be changed.

Shipping service provider

The shipping service provider that will ship the items for this order.

Shipping profile & shipping charges

The shipping profile and shipping costs for the order.

Ext. order number

Enter the external order number for orders that are imported from an external system.

Customer reference

If the Your reference field is visible to customers during the order process, then any text that a customer entered into this field will appear here.

Packages

Number of packages belonging to this order.
Important: This entry is not linked to the number of packages set in the Shipping center. If you want to edit the number of packages, do so in the Shipping centre.

Package number

Package number of the shipping package.
If a package number was saved, then the preview icon can be used for tracking the package. However, this can only be done if a corresponding tracking code was saved under Setup » Orders » Shipping » Shipping options » Tab: Shipping service provider. Otherwise the preview icon will not be visible.

13.4. Tab: Email

The Email tab contains all of the email templates that were configured in the menu Setup » Client » Select client » Email » Templates and that were set up as a type of template that is visible for orders. You can manually send these email templates to customers. This is useful if you unexpectedly need to send an email to a customer, i.e. an email that is not sent with an automatic procedure. Proceed as described below to send an email template.

Sending an email template:

  1. Go to Orders » Edit orders.

  2. Open the order.

  3. Click on the Email tab.

  4. If required, select the language.

  5. Click on the Email templates tab and select the tab that contains the required email template.

  6. Select the required template.

  7. Click on Direct Emailing.
    → The email is sent.

  8. Wait until you see a message confirming that the process was completed.

Check the crm/sending-emails#100, access data if the email was not sent correctly. Go to Data » API log and use the Email process to see the corresponding error messages.

Sending customers a new password

The email template Send customer a new password cannot be sent from within an order. If you want to send this email template, then do so from within the customer’s data record. Click on the Settings tab there. You will be able to see the Password tab when a customer has registered in the store. This is where you can send the email template.

The Emails sent tab provides an overview of all the email templates that were sent. You can see the date, recipient and name of the email template as well as the order ID. You can see all of the emails sent to the customer, even those from other orders.

13.5. Tab: Payment

Click on the Payment tab to see all payments and partial payments belonging to the order. Use the filters to search for specific payments of the order. In the Payments tab you can see the total invoice amount, the amount paid and the amount that is still pending. Thus, you get a comprehensive overview. Moreover, you can use the Book payment icon in this tab to manually book payments.

Missing incoming payments

If there are payments missing in the overview, change the Received from filter to adjust the point of time from which on payments should be displayed.

Find more detailed information about managing payments in the manual.

13.6. Tab: Receipts

Create receipts in the Receipts tab, e.g. an order confirmation, a delivery note or an invoice. Once you have created documents for an order you can no longer edit the input date of the order. The documents are created with the help of document templates that are saved under Settings » Orders » Documents. Check the document templates to make sure that the settings are right before you create receipts. Check the templates also if you receive an error message.

Tip: Copying document templates

If you want to create a document template quickly, then simply copy a previously configured document template and make changes to the template as needed.

The receipts are configured before they are created. You can specify different parameters for each receipt. For example, when creating an invoice, you can enter the date, specify when the payment is due, whether customers should be given an early payment discount and whether the outgoing items should be booked. Furthermore, you can change the status when the receipt is created.

13.7. Tab: Customer

By clicking on the Customer tab, the contact data record opens. These information are editable.

13.8. Tab: Tickets

The customer’s tickets are displayed in the Tickets tab. You can edit these tickets directly without having to switch to the ticket system.

13.9. Tab: Orders

Other orders that were also placed by this customer are displayed in the Orders tab. All the customer’s orders can be edited here.

13.10. Tab: Stock

The Stock tab displays the stock data for all of the items that are included in the order. All of the functions of the Stock menu are available in this tab with the exception of the filter functions. You can view stocks and configure them as needed.

13.11. Tab: Reorder

Select the order items for a reorder in the Reorder tab (image 7). Choose whether a reorder is only created for this specific order or whether you want to create a reorder to which items can be added from other orders as well.
In both cases, the items have to have the same supplier and warehouse. If this does not apply, a separate reorder will be generated for each supplier/warehouse combination.

Save the supplier

A supplier has to be saved for every variation. Otherwise it is not possible to place a reorder.

13.11.1. Selecting order items

Proceed as described below to select individual items or all items from an order for the reorder.

Selecting specific items for the reorder:

  1. Go to Orders » Edit orders.

  2. Open the required order.

  3. Click on the Reorder tab.

  4. Select the variations you want to reorder.

  5. Click on Reorder selected items.
    → A general, extendible reorder is generated into which the selected items from the current order as well as those from other orders are transferred if they were selected via this button. The quantity of each variation is displayed in the Quantity column.

If you selected specific items for the reorder, the Reorder all items button is deactivated and can no longer be selected.

Selecting all items for a reorder:

  1. Go to Orders » Edit orders.

  2. Open the required order.

  3. Click on the Reorder tab.

  4. Click on Reorder all items.
    → A reorder containing all items from this order is generated only for this order. The quantity of each variation is displayed in the Quantity column.

13.11.2. Placing a reorder

Information listed under Quantity

Listed in the Quantity column are the delivered quantity (green numbers), the pending quantity (red numbers) as well as the ordered quantity (white numbers).
Partial quantities are displayed as delivered if they are booked as a partial delivery in the reorder under Status.

Place the reorder after you have selected the order items. Proceed as follows:

Placing a reorder:

  1. Click on the shopping cart () in the reorder tab of the order.
    → The Reorder menu opens. Find out which items are included in a reorder by clicking on the Base tab and then opening the Item data submenu.

  2. Open the Basic date submenu and click on the gear-wheel icon () next to the Order option.
    → The order is placed. The order data are also displayed the Reorder tab of the order.

Adjust the purchase price and quantity

Open the Item data submenu within the Base tab and make changes to the options Purchase price and Quantity before placing the reorder.

For further information about editing a reorder, e.g. booking partial quantities, refer to the Reorders page of the manual.

13.11.3. Increasing the number of variations in a reorder

You can increase the quantities of variations in reorders as long as the reorder is still open. This is possible for values where percentages were saved during the distribution. Proceed as follows to increase the quantities of variations:

Increasing the quantities for variations:

  1. Select the order for which you want to edit the reorder.

  2. Open the order’s Reorder tab.

  3. Click on Increase quantities for variations.

  4. Select the reorder ID and the item from the drop-down lists.

  5. Select the attribute and the value.

  6. Enter the quantity.

  7. Click on Increase quantity.

  8. Repeat these steps for every variation for which you want to increase the quantity.

13.12. Tab: Delivery

Delivery orders are created in the Delivery tab. There you can see the order’s stock units, which were not yet transferred to delivery orders.

Creating delivery orders manually:

  1. Go to Orders » Edit orders.

  2. Open the required order.

  3. Click on the Delivery tab.

  4. Enter the quantity that should be transferred to the delivery order in the field DelOrdQua (quantity to be transferred to the delivery order).
    → The quantity entered for DelOrdQua must not exceed the quantity entered for Unass.Quantity (unassigned quantity).

  5. Click on the gear-wheel icon () to create the delivery order.

Automatically generating delivery orders

Click on Generate delivery orders automatically to create the delivery orders. They will be created according to the selected settings under Settings » Orders » Order types » Delivery order in the Split up orders into delivery orders by drop-down list. All of the order items will be transferred and distributed to delivery orders. You can only use this function if no delivery order exists for the order yet.

When creating a delivery order, the stock reservation for the quantity included in the delivery order is transferred from the main order to the delivery order. If delivery orders are created individually and items are still available in the main order, then these items are also reserved.

Tip: Editing order items in the main order

Order items can be added to or deleted from the main order. However, you can only delete order items from the main order if they are not included in the delivery orders. Thus, you can increase or reduce the item quantity included in the main order. However, you should only delete quantities that are not assigned. It is technically possible to delete order items that are already included in a delivery order, but you should avoid doing so.

13.13. Reversing and correcting an invoice

Create a reversal document if you or your customer notice an incorrect information on an invoice and you subsequently want to correct it. Create a new invoice after this. Reversing an order makes it easy to follow up on changes because the old invoice, the reversal document for the invoice and the new invoice are all available. Use the order status cancelled if you want to cancel the entire order. Use the reversal document if you want to edit the order and want to correct some of the information.

13.13.1. Setting up a reversal document template

Set up a template for the reversal document first. The fastest way to set up the template is to apply the settings from the default document template or to copy the settings from the invoice document template.
The following steps briefly describe how to apply the settings from the default document template.

Setting up the template:

  1. Go to Setup » Client » Select client » Locations » Select location » Documents » Reversal document invoice.

  2. Click on the Transfer tab.

  3. Click on Accept under Apply the settings from default document template ().

Since the information in a reversal document is identical with the information included in an invoice, further information on the required settings can be found on the invoice manual page.

13.13.2. Correcting an invoice:

You correct an invoice by reversing it. The reversal of an invoice is used for a transparent correction of relevant invoice data and not for the reversal of the order itself. Once the reversal document was created, the order settings are unlocked and can be edited and a new invoice can be created as well.

Correcting an invoice:

  1. Go to Orders » Edit orders.

  2. Open the order of which you want to reverse the invoice.

  3. Click on the Receipts tab.

  4. Select the option Reversal document from the Create receipt drop-down list.
    → A new window with optional settings opens.

  5. Save () the settings.
    → The reversal document is generated and the settings unlocked.

  6. Edit the data you want to correct.
    → For example, add a VAT number.

  7. Click on the Receipts tab.

  8. Select the option Invoice from the Create receipt drop-down list.
    → A new window with optional settings opens.

  9. Save () the settings.
    → The invoice is generated and the settings are locked.

13.14. Using group functions

You can use the group function to carry out processes for several orders at the same time. This means that processes, such as a status change or an email service, will be applied to all selected orders. You can also use the group function to delete specific orders. The group function is particularly recommended if you need to edit a large number of orders and it would be too time consuming to edit each one individually.

Below, you can find two examples how to work with group functions. Example A describes how to book outgoing items for several orders at once. Example B describes how to inform customers about the availability of an item.

Example A: Booking outgoing items with a group function:

  1. Go to Orders » Edit orders.

  2. Select the orders for which you want to book outgoing items with a group function.

  3. Click on Group function.

  4. Select the option Book outgoing items.

  5. Select the date and the time.
    → The current date and time are selected by default. However, both, date and time are adaptable. You are required to select a date and time to use this group function.

  6. Click on Apply () to carry out the procedure.

Default settings for editing orders by variable users

In order for variable users to be able to open orders, go to the menu Setup » Orders » Settings and save default statuses for returns and credit notes. There is no default status saved for returns and credit notes. Variable users also need to be given the right to edit orders. Go to Setup » Settings » User » Accounts in order to carry out the required settings.
In order for variable users to be able to create Returns, Warranties and Repairs, they have to have the right to edit the three default statuses of these order types. The authorisations are assigned in the user profile of the back end user in the Rights » User » Menu visibilities.

Example B: Informing customers about item availability with a group function.

Initial situation: A highly demanded item in your shop is temporarily out of stock but you you already received quite a few orders for this particular item. Usually, there is nothing sellers can do about such delivery delays, but the customers have to be informed as soon as possible about the delay.

  1. Go to Orders » Edit orders.

  2. Search () for the orders about which you want to send information to customers.
    → Search with the help of the Item ID or the Item name all orders with the status ALL < 7 because your process is only relevant for orders which have not outgoing items booked yet.

  3. Select the orders which are displayed after the search.

  4. Click on Group function.

  5. Select the option Email service.

  6. Select a Recipient, a Template and optionally a Flag.
    → Make sure that you set up an email template first. That way you can now select it here for the group function.

  7. Click on Apply () to carry out the procedure. → The email is sent to the customers.

Status >= 7

Note that an order status >= 7 cannot be set to a lower status without reversing the booking of outgoing items first. For orders with status 7 or higher, you first have to reverse the outgoing items by using a group function.

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